How to retain the original format and fonts after PPT translation

Key points of this article

Before translating, save the file as .pptx and make sure that the font can be displayed normally on your computer. Formatting errors mostly start from these two steps.
Directly upload the original PPT translation, which is easier to preserve the layout, tables, pictures and formulas than copying the text and pasting it elsewhere.
The length of the translation will change. The Chinese-English translation often breaks the text box, while the English-Chinese translation may leave a lot of white space, and you need to read it page by page.
Select bilingual comparison or translation only as output, depending on whether you want to show it to the audience or keep it as a backup version.
Important content, numbers and proper nouns must be checked manually after translation. Machine translation cannot replace your final confirmation.

Many people are stunned when they open the PPT translation after translating it: the title has gone to the corner, the table has been deformed, the text in the chart has disappeared, and the font has been changed to the default. The problem is usually not the translation itself, but how the words were translated. If you copy a piece of text into another tool and then paste it back into PPT, the layout will almost certainly be messed up.

This article is written for readers who need to translate English reports, Chinese courseware or customer materials into another language. It answers a specific question: How to preserve the format of ppt translation so that the layout, fonts, and pictures of the translated slides and the original document are as consistent as possible. After reading, you will know what to check first, how to submit documents, and where to look when the results are out.

The idea of OmniDoc is to directly translate the PPT file itself, rather than just extracting text. According to the product description, the translation will retain the layout, tables, formulas and pictures. The main things you need to choose during operation are the output method (bilingual comparison or translation only) and text style. The following is expanded in the actual order of operations.

How to preserve the format of PPT after translation? Conclusion in one sentence: source files, fonts, submit the entire copy, and then check

Let’s give the answer directly first: hand over the original .pptx file to the translation tool for processing, confirm the font and file type before translation, and check the text boxes and tables page by page after translation. The table below provides methods based on your situation.

your situation	Recommended practices	reason
The original file is .pptx, with a complex layout, including tables and charts.	Upload the entire copy and directly translate the original document	The file structure remains intact, and tables and pictures are processed together with the file.
Only slides in .ppt old format or PDF version	First save as .pptx; if there is only PDF, process it as scanned or text version PDF	The closer the format is to the original structure, the better the preservation effect
Special or company-internal fonts used	First confirm that the font can be displayed normally on this machine, or change to a universal font before translating.	When fonts are missing, the display will look different than you expect
To show it to others, you only need a translation	Select translation only	The page is cleaner and suitable for direct presentation or sending
Compare or review the explanation with the original text	Choose bilingual comparison	The original text and translation are side by side to facilitate checking of meaning and terminology

Before you start: Confirm these points first

Taking two minutes to check before starting can save a lot of rework.

File Format. The safe input for PPT translation is .pptx. The old version of .ppt should be saved as .pptx in desktop office software before uploading. In this way, the structure of the text box, master and table is more complete.
Font Case. If the original text uses a company-specific font, it may display as the default font on another computer. Open it on your own computer first and confirm that it shows normal before submitting. The results will be easier to compare.
Whether text is optional. If the text in the PPT is actually an image (such as a full-page screenshot), the translation effect will be limited. You can click on the text in the PPT to see if it can be selected individually. What can be selected is the text box, and what cannot be selected is mostly pictures, which need to be processed separately.
Difference in translation length. Chinese translations into English usually make them longer, and English translations into Chinese sometimes make them shorter. If the size of the text box does not change, there may be overflow or white space. Knowing this in advance will make the verification more targeted.
Content Risk. Slides containing amounts, dates, names, product models or legal terms must be manually checked after translation. Machine translation may make mistakes and cannot be directly regarded as the final version.

# steps to translate a whole PPT in OmniDoc

Open omnidoc.top and upload the original .pptx file without copying the text elsewhere.

two. Make sure that the document is the entire PPT, not just a few pages.

Select the target language and text style. When talking about academic, technical, business or legal content, choosing the corresponding style will help to unify the terminology.
Choose the output mode: to compare with the original text, choose bilingual control, as long as the translation, choose only the translation.
Submit the translation and wait for the processing to be completed.
Download the result file and keep a copy of the original PPT as a control.
Open the translated file on the desktop or in PowerPoint software and browse page by page, focusing on the text box, table and picture location.
For the places that need to be modified, adjust the text content directly in the corresponding location of the original file, and then save it.

If you are used to working on the desktop, you can also download the client from download.omnidoc.top and do the same translation and checking locally.

# check item by item after completion

When you get the translated document, don't just glance at the cover and deliver it. Read it item by item according to the table below.

Check item	What do you think?	What if there's a problem?
Whether the text overflows the text box	Look at the title and text page by page, whether it is beyond the boundary or pressed to the picture	Shorten the translation in the text box, or reduce the font size, and then save
Is the font consistent?	Check a few pages to see if the title and text font are similar to the original text.	Install the corresponding font on this machine, or change it to a general font
Whether the table structure is complete or not	Look at the number of rows, merged cells, and number positions	Manually correct the misplaced cells against the original table
Are the pictures and charts in place?	View pictures, charts and annotations page by page against the original PPT	If the position is offset, move it back to the original position manually in the translated document.
Whether the numbers, dates and names are accurate	Compare the numbers, names and models in the original text one by one	Correct the deviation immediately and go back to the original text to confirm the meaning.
Is the terminology uniform?	Is the translation of the same concept consistent throughout the text?	Replace the common term with search and read through the key page again.

If you find a large area of dislocation, first check whether the source file is .pptx, and then confirm that a large number of text has been made into pictures. In both cases, we need to go back to the first step of adjustment.

# which output method is suitable for you?

- just show it to others and choose a translation only. Suitable for customer report, meeting presentation or formal delivery. The page is concise and the reader can read the translation directly. - need revision or teaching control, choose bilingual control . Suitable for internal review of the team, foreign language courseware or paper defense materials. The original text and translation are juxtaposed, and you can look back on the original meaning at any time when you revise it. - both are needed, just run twice . The bilingual version and the translation-only version are generated respectively, and their respective uses are clear, so it is not necessary to take into account both needs in one document.

# frequently asked questions (FAQ)

1. Where is the reserved format for PPT translation set?

According to the product description, the translator retains the layout, tables, formulas and pictures, and does not need to turn on a separate format switch. When operating, the main choice is the output mode (bilingual control or only translation) and text style, and then through the check link to confirm the effect.

2. How to save ppt so that the font and format remain the same?

Save to .pptx format and check the Save options to see if there are settings for embedded fonts (this option is usually available in desktop office software). If you want to give it to someone else, it is recommended to attach a font description or use a general font.

3. Keep the original format translation PPT, scan version or picture version of the PPT can be used?

If the content in PPT is a full-page picture and the text cannot be selected separately, the translation effect will be limited. You can first confirm whether the text is optional; the parts that cannot be selected need to be processed separately as pictures or scanned copies, and then checked page by page after translation.

4. After translation, the text is too long to break the text box, what to do?

Shorten the translation in the post-translation document, or reduce the font size appropriately. This is easy to happen in Chinese-English translation. It is suggested that priority should be given to streamlining the wording rather than blindly reducing the font size, so as not to affect reading.

5. Does the translation result need to be delivered directly?

Important contents need to be checked manually, especially numbers, dates, legal and contract terms, and product parameters. Machine translation can save you a lot of typesetting time, but the final accuracy is up to you to confirm.

# Summary

In order to retain the format after PPT translation, the key is to deal with the original .pptx file directly, rather than taking the text out and retypesetting. Confirm the file format and font before translation, choose the output mode during translation, and check text boxes, tables, pictures and numbers page by page after translation. By doing this in this order, the effect of preserving formatting in ppt translation will be much more stable.

Open OmniDoc, upload the document and start translation.